Download Outlook for Macintosh User Manual

Polson School District
Outlook for Macintosh
User Manual
Table of Contents-(Using the hand tool click on a topic. Click section headings to return to table of contents.)
E-mail Login.......................................................................................................................... Page 2
Working with Received Messages....................................................................................Page 3
Creating New Messages....................................................................................................Page 5
Adding Internet Addresses to Your Personal Address Book.........................................Page 6
Adding Distribution Lists to Your Personal Address Book..............................................Page 7
Using Outlook Calendar.......................................................................................................Page 9
Using the Web Client for Remote Access........................................................................Page 12
1
E-mail Login
1.
Click on the Polson E-mail icon on your Launcher. If you are unable to locate
the icon on your Launcher open your hard drive and locate the Microsoft
Outlook folder, open it, and double-click the Microsoft Outlook program icon.
2.
If your User Name is not listed in the login
window key in your first initial followed by your
last name as one word. If your last name is
longer than nine characters key in the first nine
letters following your first initial. The Domain
Name will be pps for all users. Key in your
Password and click OK. This login will be the
same for logging in to the Internet, file servers,
and e-mail.
You will only be able to login from a computer
containing your user profile, generally your
classroom computer. If you work from more than
one workstation as a result of multiple work
assignments submit a work request to Carl
Elliott for your user profile to be assigned to an
additional computer.
3.
The Inbox window above will appear upon a successful login. Messages in bold type are new
messages that haven’t been read. Messages with a paper clip next to them have a document
attached that you can save to your computer. A message with a clock symbol indicates a request
for your presence at a meeting. Log off the e-mail system by going to Quit under the File menu.
2
Working with Received Messages
1.
View Message-Double-click a message from the Inbox window to view it.
Attached document
2.
Reply to Sender-Click on the
icon to reply to the sender of the message. Key in the reply
message in the new message window. The To... box will be prefilled for you. Click the
icon to send the message.
3.
Reply to All Recipients-Click on the
icon to reply to all recipients of the message. Key in
the reply message in the new message window. The To... box will be prefilled for you. Click the
icon to send the message.
4.
Forward Message-Click on the
icon to forward the message to another person. Key in any
further information you wish to include with the forwarded message in the new window. You will
need to fill in the To... box. Click the
icon to send the message.
5.
Print Message-Click on the
icon to print the message.
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6.
View/Save Attachment-To view or save an attached file double-click the file icon in the
message body. An attachment options window will appear. At the top of the options window it will
tell you the type of document. You may choose to open the document or save it to disk to view it
later.
7.
Delete Message-Delete the message by clicking the
icon. It is important that you delete
messages in a timely manner to preserve the e-mail server disk space resources. This includes
deleting messages in the Sent Items folder.
4
Creating New Messages
1.
New Message-Create a new message by clicking the
Inbox window. A blank message window will appear.
icon from the tool bar at the top of the
2.
Add Address to Message-Click on the
icon to access an address book. You may
also key in an Internet address or the name of an individual if that person is in your address book.
The following window will appear after clicking the To... button. Select the name and click the To->
button to insert the name. Click OK when all recipients are selected. The To... box on the message
will be filled with the e-mail addresses, or names.
You will have two address books; a
Global Address Book, and a Personal
Address Book. You access them from the
pop-up menu in the upper right of this
window by clicking and dragging to the
desired address book. This window is
currently set to the Personal Address
Book. The Global Address Book contains
all of the Polson E-mail system users, and
the Personal Address Book contains email addresses outside the Polson
system that you have defined.
For directions on adding e-mail addresses
outside the Polson system see the
section on Adding Internet E-mail
Addresses to Personal Address Book on
page 6.
3.
4.
5.
Subject-It is considered proper e-mail etiquette to fill in the subject box to alert the recipient to the
message’s contents.
Message Body-Key the message into the large message body text box.
Send Message-Click the
icon to the send the message. A copy of the message will be
placed in your Sent Items Folder if the message should need to be viewed again. Be sure to
delete messages from this folder in a timely manner to conserve the e-mail server disk space
resources.
5
Adding Internet Addresses to Your
Personal Address Book
1.
Open Address Book-Click the
icon on the tool bar at the top of the Inbox window. The
following address book window will appear.
2.
New Entry-Click the
icon at the
top of the Address Book window. A
New Entry window will appear.
After an entry is placed in the
Personal Address Book it may be
edited by double-clicking the name
from the list to view and change the
entry information.
3.
Entry Options-The New Entry options settings
need to be set to Internet Address and the entry
should be set to go to the Personal Address Book
from the pop-up menu toward the bottom of the
window.
4.
6
Address Information-Key in the
information for the new entry. The
display name is the name shown
in the address book list. Key in the
E-mail address. Be sure to double
check the address for accuracy.
Click OK. Close the address book
window.
Adding a Distribution List to Your
Personal Address Book
1.
Open Address Book-Click the
icon on the tool bar at the top of the Inbox window. The
following address book window will appear.
2.
New Entry-Click the
icon at the
top of the Address Book window. A
New Entry window will appear.
After a distribution list is placed in the
Personal Address Book it may be
edited by double-clicking the
distribution list name from the
address book list to view and edit
the distribution list information.
3.
Entry Options-You will need to select Personal
Distribution List and the entry should be set to go
to the Personal Address Book from the pop-up
menu toward the bottom of the window.
4.
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Distribution List Options-Name the
distribution list and click the Add/Remove
Members... button.
5.
Add Members to Distribution ListBrowse through your address books to find
the indivuals to include in your distribution list.
Select their name and click the Members->
button to add them to the list. Click OK to
return to the distribution list window. Click OK
to return to the Address Book window. You
will find your new distribution list included in the
address book.
6.
Using the Distribution List-Send a message to all members of a distribution list by placing the
distribution list name in the To... box of a new message window.
8
Using Outlook Calendar
1.
View Calendar Contents-Click on the
icon from the left side of the Outlook window. The
calendar window will appear. Click the Daily, Weekly, or Monthly tab for the desired calendar view.
2.
Create Calendar Appointment-Click and drag on the calendar the time frame for the appointment.
When the appropriate time frame is highlighted key in the appointment information.
3.
Set Appointment Alert-Click the
prior to an appointment.
icon to set the alert. The default alert timing is 15 minutes
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4.
Set Recurring Appointments-Click the
icon to place recurring appointments on the
calendar. Make the appropriate settings. Be
sure to include an ending date by clicking on the
Until check box and setting the date. Click OK
when the desired settings are completed. If the
settings need to be changed at a later date
double-click the appointment on the calendar
and click the Edit Series... button to make the
appropriate changes.
5.
Move Appointment to Another Time FrameClick on the appointment you wish to move. Place
the arrow over the blue vertical line on the left of the
appointment until the arrow changes to a four-direction
symbol. When the four-direction symbol is visible
drag the appointment to the new time frame.
6.
Make a Meeting Request-You may request other
Polson E-mail Users to attend a meeting and have it
placed on their calendar. Create an appointment for
the desired time on your calendar. Double-click the
appointment to view the appointment options. Click
the Attendees tab. When the window below
appears click the Invite Others... button. Choose the
attendees from the Global Address Book. When
you have completed your selections click OK. A
meeting request message window will appear. Key
in your meeting information and click the send button.
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7.
Receiving a Meeting Request-You may receive a request from other Polson E-mail Users to
attend a meeting. You will have the opportunity to accept the meeting or decline it. If you accept the
meeting the appointment will be placed on your calendar and a return message will be sent to the
individual requesting the meeting. If you decline the meeting the appointment with not be placed on
your calendar and a message will be sent to the requesting individual stating you declined the
meeting. You will have an opportunity to include a personal message when you accept or decline a
meeting request.
8.
Delete an Appointment-Click on the appointment on the calendar and click the
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icon.
Using the Web Client for Remote Access
1.
Accessing E-mail from Outside the District-You may access your Polson e-mail account and
calender from a computer outside the district network, possibly from home or a networked
computer from another site, by using the Internet browser. You must have a dial-up account from an
Internet Service Provider, i.e. Digisys, CompuPlus, CyberPort, etc., to use this feature from home.
Set your browser to exchange.polson.k12.mt.us .
2.
E-mail Login Through Web Client-In the
Log On box key in your User Name (first
initial and last name). Click the “click here”
hypertext link. Key in your User Name and
Password in the login window shown below.
Click OK.
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3.
Web Client Window-The web client
window will appear giving you access
to your e-mail and calendar from a
remote location. Click on the name of
the individual sending the message to
view the message contents. Click on
the Calendar icon to view your
calendar.
4.
Web Client Log Off-Click on the Log
Off icon to disconnect from the web
client server.